Legal Executive Assistant – Litigation

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Job Description:

As the Executive Assistant you will:

* Handle standard administrative functions including answering, screening, and placing phone calls; opening and routing mail as directed; managing files, records, attorney calendars, and time records; and preparing attorney expense reports.
* Anticipate attorney needs by proactively identifying potential issues and conflicts and take the initiative to offer solutions and preempt needs.
* Prepare engagement letters and new client/matter memos, and update active client/matter number lists to assist with the new business process.
* Utilize tracking charts for keeping up-to-date records, with a special focus on billing and new business.
* Handle all aspects of document preparation, including processing edits, generating redlines, PDF creation, conversions, and quality control of work product.
* Work in tandem with Client Accounting (Billing) department to ensure up-to-date and accurate client billing.
* Seek ways of being energetically responsive to clients, providing superior client service in both small and large ways.
* Assist in promoting business development through entry of activities, maintenance of contacts, and assembling of mailing lists in InterAction.
* Utilize applications like Excel and PowerPoint to facilitate attorney's work.
* Research and make complex travel arrangement for attorneys, including assisting with visa requirements.
* Prepare check requests for vendor invoices and actively follow up to ensure timely payment.
* Delegate work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
* Assist with attorney personal work when required.
* Ensure proper functioning of all software and hardware being used by attorneys, in consultation with technology support staff.
* Perform responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control and hand-delivering packages.
* Perform special projects as assigned.
* Assure that all completed projects adhere to accepted professional standards.
* Demonstrate strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
* Manage Firm resources responsibly.
* Comply with and understands Firm operations, policies, and procedures.
* Perform other related duties as assigned.

Job Requirements:

Qualifications:

* Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems

* Demonstrates effective interpersonal and communication skills, both verbally and in writing

* Demonstrates close attention to detail

* Ability to handle multiple projects and shifting priorities

* Ability to work well independently as well as effectively within a team

* Ability to synthesize information to prioritize and organize tasks

* Ability to work well in a demanding and fast-paced environment

* Ability to work in-office at least four days per week to perform in-office administrative functions, maintain physical files, and provide client support services

* Frequent physical exertion including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds

* Ability to handle sensitive matters and maintain confidentiality

* Demonstrates a high level of professionalism

* Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations

* Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education and Experience:

* High school diploma or equivalent; Bachelor's degree preferred

* Minimum of three years' experience in an office environment or an equivalent combination of education and experience